UNECE/UNESCAP Workshop. Simplifying Trade Documents. Ulaanbaatar, Mongolia, October 2009

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1 /UNESCAP Workshop Simplifying Trade Documents Ulaanbaatar, Mongolia, October 2009

2 Presentation Role of documents for data exchange in global trade Simplifying documents: United Nations Layout Key Simpifying data: Code Lists Standardising semantic: UN Trade Data Element Directory

3 Information Links the Supply Chain BUY SHIP PAY Prepare For Export Export Transport Prepare For Import Import INVOLVES Commercial Procedures Transport Procedures Regulatory Procudures Financial Procedures Establish Contract Order Goods Advise On Delivery Request Payment Establish Transport Contract Collect,Transport and Deliver Goods Provide Waybills, Goods Receipts Status reports etc. Obtain Import/Export Licences etc ProvideCustoms Declarations Provide Cargo Declaration Apply Trade Security Procedures Clear Goods for Export/Import Provide Credit Rating Provide Insurance Provide Credit Execute Payment Issue Statements

4 Trade Documents and Cross Border Supply Chains Goods can t move faster than the information that controls them Information is crucial for efficiency and security of the SC Trade Documents are the core means of exchanging this information Efficiency of documents and related procedures has a key impact on transaction costs, time and risks

5 Large document volume in global trade UN/CEFACT: export process average: 27 Parties involved, 40+ documents, 300+ copies to manage export processes UNCTAD: 5 Bio Trade and Transport documents are issued annually Total US international trade documentation annually consumes more than one billion man hours, equal to 600 thousand work years Australia: 22 Agencies collect the name of the exporter on 118 different forms..described in 61 different ways

6 ..causing cost and inefficiency Efficiency of documents and related procedures has a key impact on transaction costs, time and risks: Container clearance costs in Japan: paper documents electronic documents 26 Yen and 23 hours, 11 Yen and 4 hours Each day saved in shipping time is be worth 1 %, ad valorem, of the manufactured goods Induced costs (storage, non delivery and delays) are often higher than freight and other costs related to shipment The same car manufacturer carries 7 days of inventory in Italy, in Morocco 37 days

7 ..and there are many types of documents Enquiry Order Despatch advice Collection order Payment order Documentary credit Forwarding instructions Forwarder's invoice Goods receipt Sea waybill Rail consignment note Bill of lading TIR carnet ATA carnet The UN/EDIFACT standard knows 998 differnet document names!

8 Costs to Export: Mongolia Republic/Germany Mongolia $200 $ Germany Costs - US $ $2500 Costs - US $ $425 $30 $ $ A B C D $85 A B C D Total duration: 64 days Total cost: $3100 Total duration: 6 days Total cost: $740 Mongolia (days) Germany (days) A. Documents Preparation 24 3 B. Inland transportation and handling 34 1 C. Customs clearance and technical control 3 1 D. Ports and terminal handling Source: World Bank; Doing Business ( 3 1

9 United Nations Layout Key (UNLK) Three aspects of standardization of trade documents: 1. Standard layout for trade documents and rules for modification of the standard layout key 2. Use of Code lists 3. Semantic description of data elements (UNTDED)

11 UNLK: Layout Key for Trade Documents Consigner (Exporter) Consignee Notify or delivery address Transport details Shipping marks; Container No. Number and kind of packages; Goods description Date, Reference No, etc. Buyer (if other than consignee) or other address Country whence consigned Country of origin Country of destination Commodity No. Gross weight Cube Net quantity Value More particular needs in individual applications Place and date of issue; Authenticatio

12 Three rules for aligning a trade document Rule 1: Data elements that are specified in the UNLK are placed in the corresponding space in the aligned form. Rule 2: Data elements that are not specified in the UNLK should be placed in the free disposal area of the derived form. Rule 3: Data elements that are not required in the derived form can be disregarded. This space can be used for other purposes in the same way as the free disposal area.

14 Codes in trade documents: Did you say Paris? There are six locations in the world called Paris USIL PRP Paris USKY PZT Paris USTN PHT Paris USTX PRX Paris CAON PAO Paris FR75 PAR Paris The Paris in Canada is identified by CAPAO, the Paris in France by FRPAR just tray to send a container to Paris in Canada without a UN/LOCODE

15 Use of Codes for Trade Data Language independent Avoids costly errors and misunderstandings Uniform representation = possibility to integrate into various paper-based and electronic applications Maintenance outsourced Worldwide usage: by WCO, IATA, FIATA, UPU, UN/EDIFACT, UNLK etc.

16 Rec:19 Mode of Transport Rec:16 UN/Locode ISO Country Code Rec: 17 Payment Terms Rec:9 Currency Code Rec: 28 Means of Transport Rec: 21 Package Codes Commodity Code Rec:20 Units of Measurement

17 Semantic: UN Trade Data Element Directory UNTED (ISO 7372): Semantic definition of document data Simplification and standardization of semantic, representation and data content 3230 Port of loading Desc: Name of the port on which the goods are loaded on to the vessel used for their transport Rep: an..17

18 3230 Port of loading United Nations Trade Data Elements (UNTDED) Desc: Name of the port on which the goods are loaded on to the vessel used for their transport Rep: an..17

19 UN Layout Key: State of Implementation Most international Trade Documents are aligned to the UN Layout Key SAD, IATA AWB, FIATA BoL, CITES Certificate, ASEAN CEPT D, GSP Many national regulatory documents are aligned to the UNLK Gaps exist in particular in developing countries and transition economies

20 Thank You

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